Vigo County Public Library (VCPL) provides access to meeting rooms and collaborative spaces that can be reserved by individuals, groups, and organizations. People who use the meeting rooms or collaborative spaces must adhere to VCPL’s Rights and Responsibilities and the guidelines in this policy.

Granting use of meeting rooms and or collaborative spaces does not constitute or imply VCPL endorsement or advocacy of the purpose(s), activities, expression, or policies of any individual, group, or organization.

In order to sustain its status as a limited public forum, VCPL in its sole discretion may impose reasonable time, place, and manner restrictions on the use of meeting rooms and collaborative spaces. Meeting rooms and collaborative spaces are available only during library open hours unless prior approval has been granted by a member of VCPL Management. Reservation requests will be processed on a first-come first-serve basis, however, to ensure equitable access, VCPL may restrict continuous ongoing reservations for any single group or individual if such reservations regularly deny other groups or individuals use of meeting rooms or collaborative spaces.

Library sponsored or co-sponsored activities will receive priority scheduling at all times and VCPL reserves the right to reschedule or cancel reservations when needed to accommodate Library needs. The Conference Room, Lifelong Learning Center, Haute Create, Youth Services Program Room and Youth Services Multipurpose Room are not available for reservations for the public without permission from Library Management.

Meeting Rooms

Making Reservations and Cancellations

  1. Reservations can be made with a Vigo County Public Library card by an adult (18+), who serves as the responsible party for adherence to terms of use and restrictions, liability for damages, and or payment of any fees incurred as a result of room use.
  2. Reservations are not guaranteed until confirmed by library staff via email or phone.
  3. A minimum of five (5) attendees is required to reserve a meeting room.
  4. For reservations that include the attendance of minors (under 18), the party responsible for the reservation must provide for direct adult supervision at all times during room use.
  5. Reservations may be made in advance for up to a twelve (12) month period. Recurring reservations do not automatically renew for any period and it is the responsibility of the individual and or group representative to make additional reservations.
  6. Reservations may not be transferred for use to another individual, group, or organization.
  7. Failure to appear within thirty (30) minutes after the start time of a scheduled reservation will result in a forfeiture of the reservation.
  8. Cancellations should be submitted to the library no later than seventy-two (72) hours prior to the scheduled reservation.
  9. Failure to provide adequate cancellation notices and or failure to appear for scheduled reservations may result in suspension of future reservations.

Terms of Use

  1. Meetings, programs, and events must abide to posted occupancy limits and exits or paths to exits must be free of tables, chairs, and other furniture and equipment.
  2. Meeting room use and attendees must adhere to all federal, state, and local laws; comply with all VCPL rules, regulations, and policies; and may not interfere with or disrupt normal library operations and or use of the library by others.
  3. All meetings, programs, or events must conclude and rooms emptied fifteen (15) minutes before the library closes unless prior arrangements have been made with VCPL Management.
  4. Meeting rooms must be left in a clean and orderly condition with trash deposited in trash receptacles and any additional debris removed.
  5. VCPL reserves the right to have a staff member present at any meeting, program, or event to ensure adherence to library policies and or vacating of room or facility in a timely manner.
  6. Non-Profit agencies may charge a small entrance fee to recover the cost of hosting or presenting an event or program.

Restrictions

  1. Meeting rooms may not be used by profit-making entities to sell products or to recruit potential partners or customers.
  2. Private functions including, but not limited to, engagement or marriage celebrations, baby showers, birthday parties, or other similar events are not permitted.
  3. The Library’s logo cannot be used on advertisements or announcements. Groups and individuals may not imply VCPL’s sponsorship or endorsement of the activity being held on Library property. The Library’s name may only be used in reference to the activity’s location.

  1. Light refreshment may be served in meeting rooms. See Meeting Room Amenities addendum to this policy and Food and Beverage Policy for additional information.

Collaborative Spaces

Collaborative spaces are intended for use for private study, tutoring, project work, personal appointments, or other individual or small group activities.

Reservations and Cancellations

  1. Collaborative Spaces 1, 2, 3, and 5
    1. Available for same day reservations or walk-in use.
    2. Maximum reservation period of two (2) hours.
    3. Does not require valid VCPL borrower’s card for reservation.
    4. Must be in grade six (6) or above to reserve and use space unattended by an adult (18+).
  2. Collaborative Spaces 4 and 6
    1. Available for advance reservation for up to a twelve (12) month period.
    2. Reservations must be made by an adult (18+) having a valid VCPL borrower’s card and who serves as the responsible party for adherence to terms of use and restrictions, liability for damages, and or payment of any fees incurred as a result of room use.
    3. Room 6 can be reserved for longer than two hours, if the reservation is made in advance. Room 4 can only be reserved in advance for the maximum period of two hours per day.
  3. Failure to appear within fifteen (15) minutes after the start time for a scheduled reservation will result in a forfeiture of the reservation.
  4. Cancellations for non-same day advance reservations should be submitted no later than seventy-two (72) hours prior to the scheduled reservation.
  5. Failure to provide adequate cancellation notices and or failure to appear for scheduled reservations may result in suspension of future reservations.

Terms of Use

  1. Users of collaborative spaces must adhere to all federal, state, and local laws and comply with all VCPL Rights and Responsibilities.
  2. Collaborative spaces must be vacated as scheduled. All space use must be concluded and spaces vacated fifteen (15) minutes before library’s closing.
  3. Children in grades five (5) or below must have an adult (18+) present and may not be left unattended.
  4. Collaborative spaces must be left in a clean and orderly condition with trash deposited in trash receptacles and any additional debris removed.
  5. VCPL reserves the right to have a staff member enter a collaborative space to ensure adherence to library policies and or vacating of space or facility in a timely manner.

Restrictions

  1. Furniture may not be moved into or out of collaborative spaces.
  2. Collaborative space use may not interfere with or disrupt normal library operations and or use of the library by others.

Meeting Room Amenities

  • Tables and chairs are available in all meeting rooms and are arranged in standard boardroom or theater configuration. Limited custom configurations may be requested during the reservation request process and are subject to approval. Configuration changes must be requested at least forty eight (48) hours prior to the scheduled reservation.
    • Room capacity may not be exceeded
    • Room configuration and or use of tables may not obstruct exits or paths to exits
  • Equipment such as a Smart TV, laptop computer, conference telephone, and projector are available for meetings rooms. Equipment additions and or changes must be requested at least 48 hours prior to the scheduled reservation.
  • Kitchen Amenities:
    • The Main Library has a kitchenette available to use during reservations. Requests to use the kitchenette should be made while reserving the meeting room. The kitchenette includes the following amenities:
      • Refrigerator
      • Sink
      • Coffee urns
      • Serving carts
      • Soft drink vending machine
    • The West Branch has a full kitchen that may be available to use during reservations. The kitchen is a multi-function branch resource and access during meetings is dependent upon its availability and at the discretion of the branch manager. Requests for access to the kitchen should be made at the time the room reservation is made. The kitchen includes the following amenities:
      • Stove/oven
      • Microwave
      • Refrigerator
      • Sink
      • Coffee urns
    • Kitchen and kitchenette amenities are not intended for the preparation and serving of full meals during meeting room use. Such meals should be pre-prepared and served by a caterer unless special permission has been granted by VCPL for onsite preparation.
    • Food, drink, condiments, dishes, utensils, flatware, napkins, cookware, or other preparation and serving amenities are not provided.
    • Users are responsible for disposing of trash and debris, removing leftovers, cleaning spills, and leaving kitchen and kitchenette in clean and orderly condition.
    • VCPL shall not be liable for any direct or consequential illness, injury, damage or losses suffered or incurred as a result of the use of kitchen or kitchenette facilities or consumption of food items.

Associated Fees

Meeting room and collaborative space use is generally free of charge except under the following conditions and as outlined in the VCPL Service Fee Policy and Fee Schedule:

Meeting Room and Collaborative Space use outside regular library operating hours

  • When permission has been granted to use library meeting rooms or collaborative spaces outside of regular library operating hours the user may be assessed a fee for the cost of scheduling library personnel to setup and or manage room or space use.

Main Library lobby rental

  • The Main Library lobby may be rented for a private or public event for a minimum of four (4) hours and up to six (6) hours only when the library is closed. Only events sponsored or co-sponsored by VCPL may be scheduled during regular library operating hours.
  • Standard and non-profit rental rates as outlined in the Service Fee Policy and Fee Schedule include two (2) onsite library personnel to monitor library premises and provide guidance for use of lobby and related amenities.
  • Events for which the VCPL Board of Trustees has granted permission for the serving of alcoholic beverages will be charged an additional fee for security personnel.
  • Fee payment must be received no later than two (2) weeks prior to the scheduled event.

Damage and cleaning fees

  • Damage caused to a meeting room, collaborative space, or any part of the facility or premises during use, and or as a result of use, will be billed to the individual or group responsible for the reservation.
  • Damage or vandalism to meeting room or collaborative space furniture or equipment is subject to replacement or restitution fees and will be charged to the room reservation responsible party.
  • Meetings, events, or space use for which trash, debris, and or leftovers have not been properly disposed of and or spills have not been properly cleaned will be assessed a cleaning fee as outlined in the Service Fee Policy and Fee Schedule at the discretion of the Executive Director and or Board of Trustees.

Occupancy Limits

Meeting room and collaborative space occupancy limits are determined in accordance with building and fire code safety standards and may not be exceeded. Obstruction of or creating impediments to exits or paths to exits in meeting rooms or collaborative spaces is prohibited.

Meeting Rooms / Occupancy Limits

Occupancy limits vary depending on use and configuration of tables, chairs, and other furnishings. Custom configuration occupancy limits to be determined (TBD) by configuration.

Main Library

Room Maximum Theater Boardroom Classroom Banquet Custom
A 42 32 36 28 - TBD
B 42 32 36 28 - TBD
C 55 48 20 60 24 TBD
ABC 140 100 - 60 48 TBD
D 25 30 20 10 - TBD

West Branch

Room Maximum Theater Boardroom Classroom Banquet Custom
A 25         TBD
B 25         TBD
AB 50         TBD

Collaborative Spaces / Occupancy Limits

Collaborative Spaces have fixed furnishings/configuration and occupancy limits.

Main Library

Space Maximum
1 6
2 6
3 6
4 6
5 6
6 10

Adopted by the Vigo County Public Library Board of Trustees on the 16th day of March, 2020.